Project Control

  • AX 2012

Project Control

In order to gain insight on how a project is progressing a factbox depicting the Estimate-to-Complete (ETC) values is added to the project list page. Several secondary project list pages are added to the main project list page and the project origin on the project group determines in which list page a project is shown.  The form Project review shows all projects where the ETC has been calculated for. The form can be used to get a quick general overview of the progress for a specific project.

In order to get more detail about the project you can use the Project summary button or go to the calculated ETC’s of the project. With button ‘Recalculation’ the calculation of the last dated ETC will be generated again. If in the ETC parameters a gross margin% is set, projects below a certain margin will get a color. The form Project summary shows all projects where the POC has been calculated for. The form includes several tab pages where detailed information about the aggregated costs is being displayed. With the function ‘Calculate ETC’ it is possible to calculate the ETCs collectively for the projects that have been selected for the ETC calculation.

With the function ‘Calculate POC’ it is possible to calculate the POC collectively for the projects that have been selected for ETC calculation. With the function ‘Project review’ it is possible to calculate the latest ETCs collectively and update the form Project review. With the function ‘POC Posting’ the project summary can be posted to the general. The journal names for POC and LTC are defined in the project parameters. In the form Project discount customer a specific discount for a customer can be defined that will be used in the purchase- and purchase requisition lines

In the form Project discount vendor a specific discount for a supplier can be defined that will be used in the purchase- and purchase requisition lines. In the form Project surcharges customer a specific surcharge for a customer can be defined that will be used the purchase- and purchase requisition lines.

The use of these defined discount and surcharge percentages is dependent on the field calculation method as defined on the project. In the form Project management and Accounting parameters it is possible to define the priority to search for cost prices and sales prices in the module Project. In the form Project groups several adjustments have been made.

The form Result groups can be used to cluster categories and is used for ETC purposes as well. When the ETC is calculated based on Result groups, it is necessary to set the ETC parameters on the result group. For example: all categories of type Hour are linked to result group Hour as well and this result group will be taken into account during calculating ETC.

Estimate To Complete

The configuration key Estimate to complete adds the functionality including Estimate To Complete and Percentage Of Completion. The basic principle is that every month a project manager defines how many costs are still expected in order to finish the project. These costs are in most cases related to hours and items. When a project is being invoiced with installments (On Account) then it is possible to accrue the revenue based on the progression of the project. This is called the POC-principle.

The ETC functionality is linked to the business rule of a project. This means that it can be arranged that in different business rule statuses, the ETC can be calculated.

When the ETC is calculated based on Result groups (or on Subproject/Activity/Result group) it is necessary to set the ETC parameters on the result group in the module Project. The result group is a way that allows you to combine different project categories into one group. For example all categories of type Hour are linked to result group Hour as well.

By using the buttons Approve, Final and Reopen the calculated ETC can be frozen. In both stati 

Approved and Final it is not possible anymore to change the ETC columns. Based on a project parameter, after finalizing an ETC, an ETC forecast model can be generated automatically.

To provide an overview of multiple ETCs (e.g. all projects for a Project Manager in a period, or a single Project across multiple periods), ETC listpages have been created.

Master planning for projects

The configuration key Master planning for project adds functionality in order to run a master plan for the sales orders attached to the project (please ensure the item requirements are not ‘locked’, otherwise AX will ignore them).  The Master planning for projects is available through forms project details and the project list page, in the action pane Manage, group Process.

The configuration key Project closing adds functionality in order to close a project. Depending on several parameter settings this will result in a closure journal and the project will get the status finished. If ‘Check completeness’ is checked in the project parameters a check is executed if the (sub)project(s) have transactions which are not posted yet. Checking the Proforma box will not result in an actual posting, it will only check if the project can be closed at all.

Closing the project will create a closing journal which can be selected from the related information tab page.

Project forecast for all types

The configuration key Project forecast for all types will enable the Project Forecast button on the Plan -> Forecast group on the project details form and on the project list page. Project Forecast makes it possible to see and maintain the forecasted Hours, Expenses, On-accounts and Items of a project in a single form. 

Subcontracting

The configuration key Subcontracting adds functionality in order to generate purchase orders based on posted hour transactions of an employee that is marked as a subcontractor. This makes it possible to match the Invoice of the subcontractor against the registered hours on projects.

Hour completeness and status

To ensure that Workers account for all their hours, use the Hour Completeness functionality. Per Hour Code, you can define if this hour code, contributes to the required hours of an employee. Normal working hours and Overtime hours will usually be considered, but Travel hours may not. 

Per Worker, specify that you want to check for the Hour Completeness and set the minimum number of working hours per week (timesheetperiod).Use Inquiry ‘Hour Status’ to get an overview of all Timesheet hours of all Workers, for a week. AX uses the status of the Timesheet to break down the hours into columns ‘Registered’, ‘Sent’, ‘Approved’ and ‘Posted’. The column ‘Target Hours’ is taken from the Worker Settings. With the button “Hour status e-mail” an email will be sent to all selected employees where total number of hours (Sent+Approved+Posted) is less then the Target hours. From R8 this field has become a standard AX field which also is used for the standard AX periodic function “Missing timesheet email”. If the form is called from a Project, AX will show all cumulative project hours (if registered through Timesheet), to show the Project Manager which hours are about to hit the project, in addition to the hours that already have been posted.